Case Record Storage and Retrieval Services RFP (Part I)
Case Record Storage and Retrieval Services RFP (Part I)
Case Record Storage and Retrieval Services RFP (Part I)
You also want an ePaper? Increase the reach of your titles
YUMPU automatically turns print PDFs into web optimized ePapers that Google loves.
APPENDIX B: STATEMENT OF WORK<br />
erroneous determination that a <strong>Case</strong> <strong>Record</strong> is not on file <strong>and</strong><br />
eliminating the cost of data entry for cases which have been<br />
combined.<br />
4.3.5 <strong>Storage</strong> of <strong>Case</strong> <strong>Record</strong>s/Special Investigation <strong>Record</strong>s<br />
Contractor shall be solely responsible for the safe <strong>and</strong> confidential<br />
storage of all <strong>Case</strong> <strong>Record</strong>s/Special Investigation <strong>Record</strong>s from<br />
the time they are picked up from County offices until they are<br />
returned to a County office. All records shall be physically<br />
separated from the records of Contractor’s other clients. Only<br />
Contractor -authorized personnel shall h<strong>and</strong>le <strong>and</strong> have access to<br />
<strong>Case</strong> <strong>Record</strong>s/Special Investigation <strong>Record</strong>s.<br />
4.3.6 Method of <strong>Storage</strong><br />
<strong>Case</strong> <strong>Record</strong>s/Special Investigation <strong>Record</strong>s shall be stored in<br />
boxes by Receipt Date in terminal digit order for <strong>Record</strong>s with<br />
numeric <strong>Case</strong> Numbers <strong>and</strong> in terminal alpha order for <strong>Record</strong>s<br />
that have alpha-numeric <strong>Case</strong> Numbers <strong>and</strong> shall be stored in<br />
separate boxes according to the following categories:<br />
a. Open <strong>Case</strong> <strong>Record</strong>s<br />
b. Closed <strong>Case</strong> <strong>Record</strong>s<br />
c. Special Investigation <strong>Record</strong>s, subdivided into boxes of<br />
negative <strong>and</strong> positive, as identified by County.<br />
Should <strong>Case</strong> <strong>Record</strong>s be combined, <strong>and</strong> the <strong>Case</strong> <strong>Record</strong>s include<br />
both a Legacy (numeric) <strong>Case</strong> Number <strong>and</strong> a LEADER (an alphanumeric)<br />
<strong>Case</strong> Number, the LEADER alpha-numeric number will<br />
be the primary <strong>Case</strong> Number.<br />
4.3.7 Changes in <strong>Storage</strong> Method<br />
Any changes to the system described in Subsection 4.3.6 shall be<br />
approved in writing by the County Contract Administrator (CCA)<br />
prior to implementation. This will ensure a new Contractor will be<br />
able to assume this work, should it become necessary, at the<br />
termination or expiration of this Contract.<br />
4.3.8 <strong>Retrieval</strong> <strong>and</strong> Delivery of <strong>Case</strong> <strong>Record</strong>s/Special Investigation<br />
<strong>Record</strong>s<br />
Contractor shall be responsible for retrieval <strong>and</strong> delivery of<br />
requested Open <strong>and</strong> Closed <strong>Case</strong> <strong>Record</strong>s <strong>and</strong> Special<br />
Investigation <strong>Record</strong>s. Each batch of requested records delivered<br />
CASE RECORD STORAGE AND RETRIEVAL SERVICES (<strong>RFP</strong>) 2012 148
Change language